Reservation Tips:

 

  1. Your reservation time is your venue access time. Be sure your request includes enough time for catering, vendor, and your set-up/clean-up needs.
  2. Include a general event itinerary with times and activities and a brief description of how the room should be set-up.
  3. Be sure to request tables, chairs, and any audio/visual needs you have for your event space.
  4. Website works best in Google Chrome and on laptop and desk top computers. 

Reservation Request Guidelines:

UCLA Registered Campus Organizations and Departments
Meeting Rooms/Studios = 5 business days*
Event spaces = 20 business days**

Off-Campus Groups/Individuals = 30 business days.

Any request submitted outside of minimum notice listed above will be reviewed if possible. Due to logistics and planning constraints, approval may not be possible.

*Meeting spaces and studios are classified as spaces that have an existing set up and do not require additional special permissions such as fire and/or food permits, additional tables or chairs, etc.

** Event spaces are classified as spaces that require but, are not limited to… set up of tables or chairs, A/V, staffing, food and fire permits, fire marshal approval, custodial services, etc.

Please note that a reservation request does not constitute as a confirmed reservation.

Cancellation Policy:

Registered Student Organizations

1.     All meetings, small scale banquets, and practices must be cancelled no later than 3 business days prior to the event date.  If this deadline is not met, the student organization runs the risk of being responsible for all costs associated with the event and may forfeit any campus funding for these costs.

2.       All larger scale events must be cancelled no later than 10 business days prior to the event date.  If this deadline is not met, the student organization will be responsible for all costs associated with orders the venue manager is unable to cancel.

Departments

1.     All meetings, small scale banquets, and practices must be cancelled no later than 3 business days prior to the event date.  If this deadline is not met, the student organization runs the risk of being responsible for all costs associated with the event and may forfeit any campus funding for these costs.*

2.       All larger scale events must be cancelled no later than 10 business days prior to the event date.  If this deadline is not met, the student organization will be responsible for all costs associated with orders the venue manager is unable to cancel.*

 

*If you cancel your event not within our official cancellation requirements, we will use the FAU or recharge provided in the EOL to charge you for this event.

Off Campus

1.       All meetings, small scale banquets, and practices must be cancelled no later than 3 business days prior to the event date.  If this deadline is not met, the off campus client will be responsible for all costs associated with the events.

 

2.       All larger scale events must be cancelled no later than 10 business days prior to the event date.  If this deadline is not met, the off campus client will be responsible for all costs associated with orders the venue manager is unable to cancel.

Event Insurance:

Registered Campus Organizations: some events require event insurance, check with your SOLE Adviser and Event Manager for specifics and deadlines.

University Departments: some events may require insurance, please check with your Event Manager for needs. 

All off campus groups/individuals: are required to have event insurance. You are also required collect insurance from any vendors brought to campus who are not pre-approved by the University. Check with your Event Manager on specifics and deadlines.

Alcohol Sale, Service and Consumption:

Alcohol Sales, Service and Consumption

Any event choosing to sell or serve alcohol on the campus is required to operate within State and Local laws and University Policies. Registered groups with SOLE must have approval by their SOLE adviser.


Local laws and University Policies requires that no one under the legal drinking age of 21 may be sold, served or allowed to consume alcohol. Proper protocols must be implemented to provide age verification.

The following rules apply:

    1. Campus Departments and off campus clients may have alcohol at an event with the prior approval of their Dean, Director or Department Chair (where applicable).
    2. All events are expected to plan and conduct activities in compliance with UCLA policy and State and Local laws.
    3. Serving and consuming alcohol should always be complementary or secondary to the event, NOT the primary focus of the event. E.g. No Beer-Busts or Wine-Tasting etc.
    4. Events with alcohol are required to have security personnel present.  The number of security personnel is dependent upon the location, number of attendees, and content of the Event at the expense of the Event producer.
    5. A licensed bartender service must be used to serve alcohol. The service must provide proof of appropriate insurance, including liquor liability.
    6. During the times alcohol is available, food and non-alcoholic drinks must be available to the Event audience free of charge.
    7. Sale of alcohol must have Chancellor's approval and an ABC Liquor License must be obtained.

Failure to abide by this Policy may result in the revocation of the University’s approval of service of alcoholic beverages. If such approval revocation occurs, the revocation shall not be grounds for breach of contract and the University will not be responsible for any fees or losses related to the approval revocation.

Outdoor Amplified Sound:

            No amplified sound can be used in (outdoor) Recreation Sports Venues during 10th and finals week. To view the Academic Calendar click here.

Ticketed Events:

Tickets must be sold through the UCLA Central Ticket Office (CTO). You are not allowed to sell tickets independently (i.e.  Eventbrite… etc.). There is an administrative charge for setting up the ticket sales, as well as, staffing if you need sales on site at your event. All ticketing revenue is collected by CTO and then distributed to the producing group after the event.

Event Operation Charges: 

Registered Campus Organizations: are responsible for all direct costs incurred by UCLA Recreation that are necessary for the proper operation and maintenance of the facility. These costs include, but are not limited to, equipment rental, facility operations staff (set up/strike and event staff), environmental services staff, ushering, lifeguards, paramedics, security, traffic personnel, sport officials and scoreboard operators. The amount of staff assigned to an event will be determined based on the size and nature of the event. Groups will also be charged for any special cleaning, maintenance or repair resulting from the event or activity.

Student Affairs Departments: are responsible for all direct costs incurred by UCLA Recreation that are necessary for the proper operation and maintenance of the facility. These costs include, but are not limited to, equipment rental, facility operations staff (set up/strike and event staff), environmental services staff, ushering, lifeguards, paramedics, security, traffic personnel, sport officials and scoreboard operators. The amount of staff assigned to an event will be determined based on the size and nature of the event. Groups will also be charged for any special cleaning, maintenance or repair resulting from the event or activity.

Non-Student Affairs Departments and Off Campus Groups/Individuals: in addition to the space rental fee, the rental group is responsible for all direct costs incurred by UCLA Recreation that are necessary for the proper operation and maintenance of the facility. These costs include, but are not limited to, equipment rental, facility operations staff (set up/strike and event staff), environmental services staff, ushering, lifeguards, paramedics, security, traffic personnel, sport officials and scoreboard operators. The amount of staff assigned to an event will be determined based on the size and nature of the event. Groups will also be charged for any special cleaning, maintenance or repair resulting from the event or activity.

Space Rental Fees: The length of the rental period includes preparation, set-up and strike/clean-up times. 

After-Hours Charges: In addition to the rental and event operation fees, any group that schedules an event outside of a facility's regular operating hours must pay the personnel costs incurred in keeping the facility open beyond its’ regular operating hours.

General Rental Guidelines

  • Any event considered by UCLA Sports Venues & Event Operations to be potentially harmful to the public image of UCLA in any way will not be allocated space.
  • UCLA Sports Venues & Event Operations reserves the right to determine the potential harm to facilities and may reject said request.
  • The scheduling of events will be based on facility availability and approval by UCLA Recreation Sports Venues. There may also be a review by other department-supported committees.
  • All events will be negotiated by UCLA Sports Venues & Event Operations, which will determine the extent of personnel required to safeguard event attendees, as well as the university's interest.
  • UCLA Sports Venues & Event Operations must have the appropriate contract for each request.
  • University departments/academic units must present a completed recharge five business days in advance of the event, or the event will be cancelled.
  • Groups renting a facility will be held financially responsible for any special cleaning, maintenance or repair resulting from the event or activity.
  • Groups renting a facility are required to observe all applicable policies of UCLA Sports Venues & Event Operations and UCLA, and all local, state and federal laws.
  • UCLA Sports Venues & Event Operations is not responsible for any lost, stolen or damaged property belonging to those who attend an event while within our facilities.

 

Explore the spaces we have available.

Still have questions? Contact us at reserve@recreation.ucl


Movember

November 18-21
Our Men's Health week will consist of workshops, classes, and other activities geared towards spreading awareness for men's health. All are welcome! 

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